Email is the default method of communication to carry out day-to-day tasks in nearly every business. While a free or default email app may be fine for your personal email account, managing business-critical time-sensitive emails often requires a higher level of organization and security than a standard email app.
Today's email apps, whether they be extensions of clients like Google’s Gmail or Microsoft’s Outlook, or third-party tools, have a whole host of productivity-enhancing tools. These five apps can work in coordination with the other workplace tools like Slack or Dropbox and are starting to utilize machine learning for a more focused, streamlined email experience that prioritizes the most important messages.
Do you find that it’s easy to get overwhelmed by the sheer number of emails that turn up in your inbox each day? How do you make sure to handle the important messages, organize the others for replies later, and delete the trash, all while keeping your account secure? These apps can help you stay on top of your inbox and never miss an important message ever again. If you're looking to move your email, check out the list below for your best options.
Best for Business: Microsoft Outlook
Anyone who has spent time working an office job has probably used Microsoft Outlook at some point. However, if you haven’t tried it in a while, it’s worth taking another look. After acquiring the mobile app Acompli, Microsoft revamped the mobile version of Outlook to be one of the best apps for email out there. Compatible with both iOS and Android devices, the Outlook mobile app helps you coordinate not only email but also attachments, contacts, and calendars. If you ever feel like you’ve been buried under a pile of emails and can’t get out, you’ll appreciate Outlook’s quick swipe controls which allow you to get a handle on your inbox with seamless swiping. Microsoft Outlook is compatible with lots of other email programs including Exchange, Office 365, Outlook.com, Gmail, Yahoo Mail, and iCloud accounts, making it great for multitasking. Microsoft is constantly keeping it up to date with helpful new features and the best security. Finally, it connects with Microsoft’s business suite of products for cloud integration on a single ecosystem.
Most Versatile: Gmail
It’s impossible to create a list of the best email apps out there today without adding the ubiquitous Gmail. If you use an Android device this app will usually come preloaded, and many people who need a free email client will turn to Gmail for an easy-to-use app. Gmail especially makes sense if you use the rest of the Google suite of products. Partnering Gmail with Google Doc, Google Sheets, and Google Hangout gives you a whole free cloud-based business ecosystem that allows you to take your work anywhere. The app supports multiple accounts and notifications, making it simple to check everything from your business and personal accounts all in one place. Stay organized by creating folders, tagging emails, and starring emails so you don’t forget to follow up. Even if you don’t regularly use a Gmail address, the app also supports a variety of IMAP and POP email accounts as well as Exchange. If you are looking to replace the Gmail domain name on your email address with something custom, you can do that and add co-workers.
Best for High Volume: Dispatch
Are you in need of an email app to boost your productivity? Most professionals are, and Dispatch gets the job done. Quickly sort and organize by swiping and create standardized responses called snippets in order to send out replies more quickly while still making sense. Dispatch works with 31 other apps (including Evernote, Chrome, and Twitter) and supports most IMAP services (including Gmail, Google Apps, iCloud, AOL, Yahoo!, FastMail, QQ.com, GMX.com, and Openmailbox.org.) so it’s guaranteed to streamline your current stack of productivity apps. Instead of using push notifications, Dispatch “fetches” and notifies you of new emails even when it’s not running. To avoid distractions, you can choose to have badges for unread emails show for just some of your accounts. The truth is that it’s easy for your inbox to get flooded with unwanted or duplicative content, and users love using Dispatch to quickly sort, archive, and delete emails. Inbox zero? With Dispatch, it might be possible. This is great if you spend most of your day in your inbox.
Most Secure: ProtonMail
With data breaches and unauthorized access to user data constantly in the news, a lot of people are looking for an email service that's safe and easy-to-use. For users who are concerned with security, ProtonMail is worth checking out, especially if you have intellectual property to protect that could be sink-or-swim for your company. According to its website, ProtonMail, which was founded in 2013, is incorporated in Switzerland and all its servers are located in Switzerland, meaning that user data is protected by strict Swiss privacy laws. Additionally, every email sent using ProtonMail is secured automatically with end-to-end encryption so even ProtonMail cannot decrypt and read your emails. ProtonMail claims that none of your encrypted emails can be shared with third parties. Furthermore, ProtonMail—which is ad-free—doesn’t require any personal information to create your email account. Anyone can sign up for a free account and email address, but you’ll need to upgrade to a premium tier for additional organizational tools and storage space.
Best for Unsubscribing: Edison Mail
Edison Mail is a mobile email app that works with a variety of email providers and boasts a smart assistant to help you get the most out of your inbox and streamline your workflow throughout the day. Smart notifications allow you to mute certain senders so you only get alerts for important business-critical emails and don't have to be bothered by that fourth email today about an online retailer’s sale. Speaking of those types of emails, if you’ve been a little careless giving your email out signing up for too many newsletters and, this email app has a handy bulk unsubscribe feature to help you get off annoying mailing lists. Business travelers will love the specific travel notifications that immediately alert you to any emails concerning things like flight delays, gate changes, or car rental updates. Order a lot of supplies for the office? Edison Mail has a feature that automatically tracks packages for you so you don’t have to waste time searching for tracking codes and navigating from site to site just to find your stuff. Edison's app supports Gmail, Hotmail, iCloud, Yahoo, Outlook, Office/ Outlook 365, Exchange, AOL, and IMAP mail accounts.
What Is an Email App?
An email app is an application designed to access and manage a user’s email. It can typically be used on a mobile device, a tablet, or a computer. Once downloaded, you can receive email notifications, choose the layout and view of your email, and even personalize fonts and away messages. Email apps have varying levels of organization and security and can be used for personal email, work email, or both.
Does it Matter Which Email App You Use?
Email is often the preferred method of communication, especially in business and the workplace. You’ll want an app that protects your privacy and safely stores your emails while keeping them organized and up-to-date. It must deliver every important email, whether from your boss, a colleague, or a family member. It may matter which email app you choose if your job requires a certain level of security, if you receive and send more emails than a regular app can handle, or if you want it to be compatible with all of your devices.
Do Business and Personal Email Apps Differ?
Typically, you have different needs for business and personal email apps. For instance, you may just use your personal email from time to time to check up on family, confirm subscriptions, and track packages. On the other hand, you may need to use your work email app daily. Your work email app may require a higher level of security or need to conform to privacy laws. You may also want it to integrate with other programs and be able to handle more emails than your personal email app.
How We Chose the Best Email Apps
There are so many email apps to choose from. We reviewed and researched the most popular ones, choosing the best apps based on their compatibility, features, security, organization tools, and more.